Membership & Special Events Coordinator

To apply: Please submit your resume information to our online application here.

Reports to:     Membership Manager

Position Summary: 

The Membership and Special Events Coordinator plays a key, public-facing role in supporting the membership program. This position focuses on delivering a welcoming, professional experience for members and prospective members while providing day-to-day administrative, engagement, and event-related support for operations within the Membership Department. The role is collaborative and service-oriented, with an emphasis on communication, coordination, and consistency rather than supervision or strategy-setting. 

 

Essential Responsibilities:  

Departmental Support 

  • Manage member communications, including program reminders, confirmations, follow-ups, and handwritten correspondence on behalf of the Department (thank-you notes, congratulations, sympathy cards, etc.) 
  • Ensure adherence to print timelines and distribution schedules for member correspondence, event invitations, and annual mailings by monitoring deadlines, issuing reminders as needed 
  • Manage a portfolio of members at introductory levels through stewardship efforts, including bi-monthly emails to new members and handwritten notes to new and renewed Modern Contemporaries members 
  • Collaborate with the Marketing team to creatively promote membership benefits and events across social media and internal channels. This includes regular attention to the Membership pages on the Modern’s website to ensure accuracy in both content and images 
  • Support Membership Departmental priorities as needed, which include coordinating acquisition and informational efforts such as onsite incentives, renewal insert design, auditorium slide images and development, and new member events and associated outreach. This role works collaboratively with the Membership Manager and internal teams to ensure materials are accurate, timely, and aligned with departmental goals, and integrate into broader Museum messaging 
  • Draft and distribute weekly meeting agendas, notes, and reminders; prepare agendas for Special Events Committee meetings and occasionally lead meetings, if necessary 
  • Coordinate regularly with Visitor Services, Security, and Facilities to ensure alignment on membership programming, benefits, and event needs 
  • Lead and steward Modern Contemporaries, the Modern’s under-forty membership level, overseeing programs, events, and relationship-building efforts while adapting to evolving Museum access and participation models. Serve as the primary liaison for these members and translate engagement insights into informed recommendations for future programming and resource use 

 

Event Support 

  • Assist with planning and management of logistics for membership events at all levels, collaborating across departments to uphold museum standards and protocol at the highest level. Includes occasional weekends and evenings 
  • Generate reports for new, upgrading, and rejoining members to ensure accurate and timely invitation delivery 
  • Outreach and communication support with vendors regarding budgets, timelines, expectations, and museum best practices 
  • Produce comprehensive post-event summaries for internal use and maintain organized records by fiscal year 
  • Create program reports and manage event attendance data in Raiser’s Edge 
  • RSVP management, which includes maintaining accurate reservation lists and distributing them internally as appropriate, and responding to guests with reservation confirmations and event information  
  • Manage exhibition catalogue mailings and other in-house printing, including envelopes and invitations 
  • Collaborate with the Membership Manager and Modern Shop for exhibition catalogue orders, event-day merchandise needs, and cross-promotional efforts 

 

Required Skills and Qualifications: 

  • Bachelor's degree or equivalent experience 
  • Proficiency in Microsoft Office (Word, Excel, Outlook) and other standard office procedures and equipment; Experience with Blackbaud Raiser’s Edge NXT preferred 
  • Professional, reliable, and collaborative, with a calm and confident presence, even under pressure 
  • Clear, warm communicator who exercises sound judgment 
  • Strong customer service orientation and comfort in a highly face-forward role 
  • Organized, detail-oriented, and able to manage multiple tasks in a dynamic environment 
  • Flexible and adaptable, with a willingness to adjust priorities as needed 
  • Consistent, punctual, and discreet 
  • Flexible and willing to support evolving needs 

 

To apply: Please submit your resume information to our online application here.